Yardi Leasing Workflow

Transcription

1 Yardi Leasing Workflow Guest Contacts: Calls, Visits, & Follow up Receive Application Apartment Available? YES Apt # NO Wait Unit Pre Qualification

2 The Yardi Make Ready Function Yardi Voyager Section 10: HUD & Blended Move-Out Procedures When a unit is put on Notice in Yardi, the software will add the unit to the Yardi Dashboard under Maintenance and Pending Make Ready. This function sets up the unit to be made market ready in Yardi, after the move-out is complete. Because Yardi is set-up to record the number of days to make ready as zero (0), the scheduled move-out date is the date Yardi will default as the Date Ready (market ready date). It is not likely that a unit will be ready to be moved into the date that it is vacated. Therefore, after completing each move-out it is important to accurately record the expected date a unit will be ready to be occupied/market ready. Adjusting the Make Ready Date in Yardi will tell the software to accurately record the date that the unit turn work is to be completed and the unit ready to be occupied/market ready. Once the unit is ready to be occupied/market ready, then the Make Ready function will be used to record that date. All Rights Reserved Page 22 HUD/Blended Version 2011 National Church Residences University (NCRU) Occupancy Pilot

3 Yardi Voyager Section 10: HUD & Blended Move-Out Procedures Adjusting the Make Ready Date After the move out and the deposit accounting are complete, Yardi will return to the dashboard. Upon returning to the Yardi Dashboard go to Maintenance and select the number link next to Pending Make Ready. Find the unit that was recently vacated and click the Adjust Date button for that unit. The Adjust Make Ready screen will open. Enter the date that the unit will be ready to be occupied/market ready and click save. Once the save button is selected, Yardi will return to its dashboard. However, the adjusted date will not immediately be reflected. To see the updated Make Ready Date, select the number link, next to Pending Make Ready again. Yardi will then reflect the new date. All Rights Reserved Page 23 HUD/Blended Version 2011 National Church Residences University (NCRU) Ocuupancy Pilot

4 Yardi Voyager Section 10: HUD & Blended Move-Out Procedures Making a Unit Ready in Yardi Once a unit is ready to be occupied/market ready, it is important to record that the unit is market ready in Yardi. To make a unit market ready in Yardi do the following: From the Yardi Dashboard go to Maintenance and select the number link next to Pending Make Ready. Find the unit that is ready to be occupied/market ready and select the Make Ready button. Click OK on the message stating Do you wish to make this unit ready? The unit will be removed from the Pending Make Ready list in Yardi. All Rights Reserved Page 24 HUD/Blended Version 2011 National Church Residences University (NCRU) Occupancy Pilot

5 Section 2a: Guest Procedures This section covers instructions managing Guest Cards and the Affordable Waiting List. In This Section Adding a Guest 2 Duplicate Guests 7 Recording Guest Contacts 9 Canceling a Guest 13 Reactivating a Guest 15 Occupants 17 Assigning a Wait Unit 19 Updating Family Member Information 21 Adding Additional Family Members 23 Assigning a Waiting Unit 24 Rental Options 26 Concessions 27 Application Form 28 Application Charges 30 Application Status 32 Adding an Application to the Affordable Waiting List 33 Printing the Affordable Waiting List 40 Other Waiting List Letters 43 Updating the Waiting List Selecting an Applicant for Prequalification 47 Updating the Waiting List Offering a Unit 49 Updating the Waiting List Refusing a Unit Offer 51 Denying an Application 54 Canceling an Application 57 Notes 54 All Rights Reserved HUD/Blended Version

6 Adding a Guest As you are completing Guest Cards for your new guests, that same information should be entered into Yardi. The Guest Card function in Yardi mirrors the function of the Guest Card on the PPG and the NCRU. The Guest Card is documentation of all traffic that has come through your office and serves many purposes. Some of those are listed below. Guest Cards serve as Fair Housing references as documentation of business practice. To serve as a guide to ensure necessary questions are asked to identify the customer s wants and needs. To document the information given by the customer and to serve as a reminder as to what was actually said by both the leasing consultant and the customer. The starting point in Yardi for each guest is Add Guest even if you complete a Guest Card and receive a completed application at the same time. Before adding a guest, ensure that they are not already entered into Yardi. To verify that the guest is not already entered, perform a Person Search first. From the Yardi Voyager Dashboard, click the Person Search tab and enter the first few letters of the Guest s first or last name in the Name field and click Search. Review the names under the Person Search Tab for the Guest s name. If the guest is listed, click on his or her name to add any new information. Yardi will open the last step in the Leasing Workflow where work was completed. All Rights Reserved Page 2 HUD/Blended Version

7 NOTE: If the guest is already listed go to the end of these instructions (page 9: Adding Guest Bedroom Preferences) for direction on what to do next. If the guest is not already listed, they may be added into Yardi by clicking Add Guest from the Yardi Voyager Dashboard Menu. The Prospect Guest Card screen appears. All Rights Reserved Page 3 HUD/Blended Version

8 Complete the following fields in the Guest Guest Card section: First Name Enter the Guest s first name. Name fields are CASE SENSITIVE! Make sure to use UPPER CASE for the FIRST LETTER of each name and LOWER CASE for the rest. (For example: Elizabeth Walton). MI Enter the Guest s middle initial, if any. Last Name Enter the Guest s last name. Title Choose the Guest s preferred title from the drop-down menu (For Example: Mr., Mrs., etc.). Address Enter the current address of the Guest. This information will be used to mail correspondence to this Guest. City State Zip Enter the Guest s city, state, and zip code. If the Guest is from another country, enter the name of the country in the Zip field. Tel# Office-Home Enter the Guest s telephone number(s). Yardi will automatically format the phone number. Make sure you enter the phone numbers in the correct fields. Yardi will pull home numbers for resident reports. Cell# - Fax# Enter a cell phone number, if applicable. DOB/DL#/State Enter the Guest s driver s license number and state. Enter the Guest s address, if known. Notes Provide information about any items discussed with the Guest. (For example: Current lease ends 10/1/2011). All Rights Reserved Page 4 HUD/Blended Version

9 An Important Note on Entering NOTES ALWAYS COMPLY WITH FAIR HOUSING LAWS WHEN KEEPING NOTES ON GUESTS! GOOD NOTE: The applicant s current lease will expire in Sept GOOD NOTE: The applicant is interested in renting a storage space. GOOD NOTE: Per Tom G s approval, applicant qualifies for move-in special. Property Management is no place for personal comments or opinions. Discrimination in any manner is NOT PERMITTED. BAD NOTE: The applicant has a wheelchair. Place on 1 st floor close to the exit. BAD NOTE: The applicant is Korean. Showed the 1-BR unit near the others. Any indicator that identifies a person s physical characteristics, race, color, religion, sex, national origin, disability, familial status or any other protected class is considered discriminatory, even if unintentional. Refer to the NCR Basics Fair Housing Module on NCRU for more guidance on Fair Housing. Status This field will be populated automatically. Property This field will be populated automatically. First Contact Choose the type of contact from the drop-down menu. Agent Select an Agent from the drop-down menu. Source Choose the source of advertisement from which the Guest learned of the property from the drop-down menu. Result Enter in the appropriate result from the drop down menu. Date Enter the date the guest contacted the property. When all information has been entered, click Next. All Rights Reserved Page 5 HUD/Blended Version

10 Always use the Next and Previous buttons in Yardi to ensure you will not miss any steps. The Next button also acts as the save function in the Leasing Workflow. If you have not received a signed and completed application, stop entering your Guest Card. Click the Home tab. Once the application is returned, follow the instructions beginning on page 9 of this section for more information on Adding Guest Bedroom Preferences, Adding Guest Contacts and Adding an Application to the Affordable Waiting List. All Rights Reserved Page 6 HUD/Blended Version

11 Duplicate Guests When entering a guest card into Yardi, the software will automatically complete a search for any other guests that share the same last name. This helps to prevent guests from being entered into Yardi more than once. This search is called a Duplicate Guest Search. If the guest card being recorded has already been entered, click their name highlighted under the Name column to open their Guest Card in Yardi. If the Guest has NOT been previously recorded in Yardi Voyager, click the first here link to save the new guest. Go to the next page of these instructions. If the Guest entered is not correct and should not be saved, click the second here that states or here to start over. WARNING: Clicking the second here will not save the Guest. All information for the guest will be deleted. Yardi will then show a blank Guest Card. If you are not entering a guest at this time, click Home. All Rights Reserved Page 7 HUD/Blended Version

12 Once the correct here link has been selected, click Next on the Guest Card again. Yardi will move to the Preferences Step. Go to the instructions titled Adding Guest Bedroom Preferences for information on completing the Expected Move In and Bedrooms fields. All Rights Reserved Page 8 HUD/Blended Version

13 Adding Guest Bedroom Preferences Yardi Voyager Section 2a: Guest Procedures Adding Guest Bedroom Preferences identifies an estimated move in date as well as establishes the number of bedrooms the guest has requested. If already on the Preferences Step of the Leasing Workflow, begin the instruction From the Preferences tab. If finding the guest from the dashboard go to Person Search, enter their last name and click, Search. Then click their name. From the Preferences Tab in the Leasing Workflow, enter the Expected Move In Date. If no expected date of move in date is given, use a future estimated move in date. Enter the number of Bedrooms identified by the guest. All Rights Reserved Page 9 HUD/Blended Version

14 Once the guest s preferences have been added, Yardi will allow you to add Guest Contacts from this step. If adding a contact to the Guest Card, such as appointment, tour etc. Go to Recording Guest Contacts. Until the application is received do not move forward to the next step. Click the Home tab. If the application has been received click next to move to the next step in the Leasing Workflow, Occupants. All Rights Reserved Page 10 HUD/Blended Version

15 Recording Guest Contacts During the time that a guest is in contact with the property, while either showing interest in the property before submitting an application and being added to the Waiting List, they may contact the property numerous times. It is important to record that information. The type of contacts that are recorded may include: Appointment Letter Call Show Other Return Visit Only record Show as a type of contact ONCE per Guest when touring a unit. All additional tours of units must be recorded as Return Visits. To find the guest use the Person Search tab from the Yardi Dashboard. Yardi will move to the last step in the Leasing Workflow where work was completed. To record a Guest contact, click the Contacts button. All Rights Reserved Page 11 HUD/Blended Version

16 Click Add New Contact to record the Guest contact. The Contact Information filter screen appears. Complete the following fields in the Contact Information section: Type Select the type of contact the Guest had with the Agent. Agent Select the Agent responsible for contact with the Guest. Result If appropriate, enter the result. NOTE: Show can only be used once. Date Leave as defaulted. If recording a contact from a different day, enter the date. Time Enter the time the contact occurred. Click the Time Chooser icon to select the appropriate time. Property Leave as defaulted. Unit If touring a unit, select the unit the Guest toured. Notes Record the details of the contact with the Guest. ALWAYS COMPLY WITH FAIR HOUSING LAWS WHEN KEEPING NOTES ON CUSTOMERS! When finished recording the contact, click Save. If the application has been received go to the instructions titled, Adding an Application to the Affordable Waiting List for the next step.. If only entering a guest contact, click the Home tab to return to the Yardi Dashboard. All Rights Reserved Page 12 HUD/Blended Version

17 Canceling a Guest If you have a guest that states they are not interested in your property, or after follow-up you are unable to confirm their interest in your property and an application has not yet been received, the guest can be canceled To cancel a guest in Yardi from the Preferences Step of the Leasing Workflow, click Cancel Guest. You will receive a message that asks Do you want to cancel this guest? Click Ok. All Rights Reserved Page 13 HUD/Blended Version

18 You will receive a message stating that The prospect has been cancelled. And only the Guest Card and Contacts may be edited. Click the Home tab. The guest has now been canceled. To verify this, go to Person Search on the Yardi dashboard. Enter the name of your guest and click Search. All Rights Reserved Page 14 HUD/Blended Version

19 Reactivating a Guest If at some point in the future the same guest shows an interest in your property, or you find that their guest card was canceled by mistake, the Guest Card can be reactivated. To reactivate a canceled guest in Yardi, do the following. From the Yardi Dashboard, go to Person Search, enter the guest s name and click Search. Click the name of the guest with the Canceled Guest status or being reactivated. Yardi will open their guest card. Click Reactivate. All Rights Reserved Page 15 HUD/Blended Version

20 Click Ok on the message Do you want to reactivate this Guest? Yardi will return the guest to their previous place in the Leasing Workflow. If there are items to update, go to the appropriate instructions. For example: Recording Guest Contacts. If there are no further updates to be completed, click the Home tab. If continuing through the Leasing Workflow, click Next. All Rights Reserved Page 16 HUD/Blended Version

21 Occupants The Occupants step in Yardi is used to add household members other than the head for those applying for a market unit only. If your guest has completed an application and is applying for a 236, Section 8, PRAC, another HUD subsidized unit type, or an LIHTC unit click Next. If your property is a HUD/Combo property with market units (no Section 8, PRAC, 236, LIHTC, etc.) and there are additional household members, click Add New Occupant. All Rights Reserved Page 17 HUD/Blended Version

22 Complete the following fields: First Name Enter the first name of the occupant. Last Name Enter the last name of the occupant. Address Enter the occupant s current address. City State Zip Enter the City/State/Zip of the occupant s current address. Relationship Enter the relationship of the occupant to the Head of Household. Lessee Select this check box if this resident is over 18 and will be signing the lease. (Not a Dependent Child) Tel # - Enter the occupant s Office and/or Home telephone number. Cel #/ Fax# - Enter the occupant s cell and/or fax number. DOB/DL #/St Enter the occupant s date of birth, driver s license number and state. Enter the occupant s address. Social Security # - Enter the occupant s Social Click Save. Continue to Add New Occupants until all Family Members are added. Click Next. All Rights Reserved Page 18 HUD/Blended Version

23 Assigning a Wait Unit Once you have received a signed and completed application from guest the guest s status should be changed from Prospect to Applicant. This is done by moving the applicant through the Leasing Workflow in Yardi and by adding their application to the Affordable Waiting List. To begin this step from the Yardi Dashboard go to Person Search and enter the last name of your applicant. Then click Search. Yardi will find all prospects and residents with the same last name. Select the appropriate person. Yardi will open to the last step in the Leasing Workflow where work was completed. This should be Preferences. Click Next. All Rights Reserved Page 19 HUD/Blended Version

24 Click Next on the Occupants step. Click Compliance. NOTE: This step is only necessary to notify Yardi Voyager that the Guest has been assigned to a Wait Unit, see the instructions titled Selecting a Wait Unit. Final unit assignment can be changed at a later date. All Rights Reserved Page 20 HUD/Blended Version

25 Updating Family (Household) Member Information Yardi Voyager Section 2a: Guest Procedures In this step you will begin entering your applicant s basic household information into Yardi. From the Prospect Certification screen, click Edit to complete the Guest s personal information. The Edit Member screen for the Head of Household appears. In the Family Member Data section for each family member in the household, complete the following fields: Relationship Select appropriate relationship from the drop-down menu. First Name Enter first name of family member. Middle Initial Enter middle initial of family member. Last Name Enter last name of family member. Ethnicity Enter the ethnicity of the family member indicated on the application. Race Select the race of the family member. All Rights Reserved Page 21 HUD/Blended Version

26 In regards to RACE and ETHNICITY Reporting: Yardi requires race and ethnicity fields to be completed. Because of Fair Housing issues, HUD requires that this form be offered to our applicants and residents, but there is no penalty for refusal to complete the form. When qualifying an applicant, enter the race and ethnicity data based on the completed information found on the Race and Ethnic Data Reporting form. NEVER GUESS A PERSON S RACE OR ETHNICITY! If the applicant opts to keep this information confidential and declines to complete Race and Ethnicity Data select, Declined to Report. Sex Select Male or Female. Birth Date - Age Enter the birth date of the family member. SSN Enter the social security number of the family member. Alien Registration Enter an alien registration number if applicable. F/T Student Place a check mark in this field if the family member is a full time student. Disabled Place a check mark in this field if the family member is disabled. Then click Save. If there are no other household members to add, click next until reaching the Select Unit step and turn to the instructions titled Selecting a Wait Unit. If there are other household members to add, go to the next page of these instructions. All Rights Reserved Page 22 HUD/Blended Version

27 Adding Additional Family Members To add all other household members indicated on the application (members other than the HOH), click Add New Member from the Family Member screen of the Qualification Steps. Enter the Family Member Data for the other household member(s). Click Save. Continue to click Add New Member until all members listed on the application have been added to Yardi. After all Family Members have been added click Next until reaching Select Unit in the Qualification Steps. All Rights Reserved Page 23 HUD/Blended Version

28 Selecting a Wait Unit Wait Units allow users to move through the Leasing and Compliance workflow until the applicant is qualified and the unit they are moving to is available. Complete the following fields in the Select Unit tab: Lease From Date This date is defaulted based on the Expected Move In Date entered from the Preferences Step. If known enter the date on which the Guest can expect to move in to the property. This date should be a future date. Lease Term (months) Leave the default. Lease To Date Automatically calculated based on the Lease From Date. Move In Date This date should be the same as the Lease from Date. Leave the default. Bedrooms This date will default based on the entry completed on the Preferences Step. Verify that the correct number of bedrooms is reflected. # Bedrooms only Uncheck this box. WAIT Units only Check this box. Click Refresh. All Rights Reserved Page 24 HUD/Blended Version

29 Minimize the Left Menu. This will allow the complete Select Unit screen to be viewed. To select the Wait Unit, click the Select button. Then click Done. All Rights Reserved Page 25 HUD/Blended Version

30 Rental Options Rental Options or Rentable Items can include items that a resident can rent outside of their unit rent, such as an extra parking space or washers and dryers. Very few HUD properties are allowed to charge extra rent for rentable items. Contact the RPL for the property with questions on what your property allows. If available rentable items can be selected in this section of the Leasing Steps. Follow the steps below to add the rentable item to the guest s information. If there are no rentable items for the property, click Next. Complete the following fields in the Rental Options section: Rentable Items Select any Rentable Items if applicable. Quoted Rent Update the section to reflect the accurate quoted rent amount. Click Next to save all changes and continue to the Concessions section of the Leasing Steps. NOTE: If your property has Rental Options or Rentable Items they will be set-up for you. All Rights Reserved Page 26 HUD/Blended Version

31 Concessions Rental concessions are specials that are used to help lease a unit. An example of a concession is First Month s Rent Free. In HUD assisted properties, rental or move-in concessions are NOT permitted. If your HUD property runs a special leasing promotion (such as first month s rent free), HUD will NOT pay subsidy on that unit for that month. If your property is a HUD property, click Next to proceed to the Application Form step. All Rights Reserved Page 27 HUD/Blended Version

32 Application Form The application form is reserved for Market Rate applicants. If the property is a HUD Property the full application packet is required for all applicants. Click Next to continue to the Application Charges section of the Leasing Steps. If adding information to the Application Form, click Application Information. The Application Information screen appears. All Rights Reserved Page 28 HUD/Blended Version

33 Complete the following sections as applicable: Personal Information Enter any additional personal information for the applicant i.e. Date of Birth, Gross Monthly Income, Driver s License / State, Social Security Number. Current Address Enter any additional information to the applicant s current address. Previous Address Enter the applicant s previous address. Employer Enter any information for the applicant s current employer. Emergency Contact Enter emergency contact information for the applicant. Vehicles Enter the applicant s vehicle information. Click Save when you are finished to save the application information. Click Print to print the application. Click Next. All Rights Reserved Page 29 HUD/Blended Version

34 Application Charges In HUD assisted properties application fees are NOT permitted. Although we do not charge application fees in HUD Buildings, Yardi requires that we fill in a Charge Date. Charge Date Yardi will default to the current date. Change this date to applicant s planned move-in date. If this date is the same or less than the Expected Move In Date, click Next. If the Charge Date comes after the expected move in date, you will receive the following message: For Example: The Preferred move-in date was set to 7/12/2010 and the current date is 7/15/2010. If you receive the message above, click Ok. All Rights Reserved Page 30 HUD/Blended Version

35 Change the Charge Date to a date that matches the Expected Move In Date. or To correct the Expected Move In Date, click Previous to return to the Preferences Step. Change the Expected Move-in Date : to the date the resident can be expected to movein. This date must be either the current or a future date. Use the Next buttons in the Leasing workflow, until you reach the Application Charges step again. Click Next to move to the Application Status step. All Rights Reserved Page 31 HUD/Blended Version

36 Application Status The last step of the Leasing Workflow is the Application Status Screen. From here the applicant can be added to the Affordable Waiting List and the Waiting List can be updated. If prequalifying an applicant or if a unit is available, users can begin the qualification process using the Edit function. Finally, the Application Status screen is the place to Approve, Cancel, or Deny the application. There are several functions that may be performed at this step of the Leasing Workflow. 1. Waiting List Click this button to add or edit the Affordable Waiting List for this applicant. 2. Credit Check If your applicant is moving to a market unit, click this button to access the Credit Check features. 3. Ledger Review application charges for accuracy. 4. Assign Unit Assign applicant to a unit. 5. Approve Approve the application (Only HUD only Properties, not Combo/Blended properties will have access to approve an application.) 6. Deny - Deny the application for applicants who do not meet program requirements. 7. Cancel Cancel an application. 8. Edit 50059/TIC Enter or edit the applicant s compliance information for the applicant and complete at background check for an Affordable household. 9. Adjust Move-in Date If necessary, change the expected date the Guest plans to move into the unit. All Rights Reserved Page 32 HUD/Blended Version

37 Adding an Applicant to the Affordable Waiting List A properly maintained waiting list will enable each property to minimize the amount of time a unit remains vacant and ensure that HUD regulations for application and intake are being followed. This will also help to show that you are following fair housing guidelines. The Waiting List can be used as documentation as your fair treatment of each applicant. All applications received must be stamped with the date and time of receipt. The Waiting List should be updated every time you have contact with that applicant until the applicant is removed, either due to move-in, denial, or cancelation. Since the application could be from a guest who has visited the property previously, check Yardi to make sure the applicant isn t a Duplicate Guest, by using Person Search! If beginning from the Yardi Dashboard, use Person Search to find the applicant. If the Application Status step is already open go to the next step. From the Yardi Voyager Dashboard Menu, click the Person Search tab and enter the first few letters of the Guest s first or last name in the Name field and click Search. Once the Application Status Step of the Leasing Workflow is open, click the Waiting List button. All Rights Reserved Page 33 HUD/Blended Version

38 The Guest Card information will show on the Waiting List. After verifying that the correct guest is being added to the Waiting List, verify and update the following information. Name: Name of the applicant entered into Yardi from the Guest Card. Address: Address of the applicant entered into Yardi from the Guest Card. City, State, Zip: City, State and Zip Code entered into Yardi from the Guest Card. Office Telephone: The Office or business number entered into Yardi from the Guest Card. Home Phone: The home phone number entered into Yardi from the Guest Card. First Choice: Enter the applicant s first unit type choice to add them to the Waiting List for that unit type. Second Choice: Enter the applicant s second unit type choice. If selected Yardi will add the applicant to the Waiting List for that unit type. Third Choice: Enter the applicant s third unit type choice. If selected Yardi will add the applicant to the Waiting List for that unit type. Household Size: Enter the number of persons reflected on the application, who will be residing in the household. Comment Field: Enter any comment that is pertinent to that applicant. These comments will reflect in the comment column on the Affordable Waiting List. All Rights Reserved Page 34 HUD/Blended Version

39 The Contact Log will reflect information on the date and time the completed and signed application was received. Contact Date: Enter the date the application was received. Contact Time: Enter the time the application was received or any new contact with the applicant. Type of Contact: Select the type of contact you had with the applicant. For example: New Application. Comment: In the comment field you can add notes for the Contact Log for that applicant. Click the tab. All Rights Reserved Page 35 HUD/Blended Version

40 Accessible Unit: If the applicant has requested an accessible unit, select the accessible unit type. Income Limit: Select the HUD Income Category that the applicant s income falls under. (This information is indicated on the Application For Housing and is completed by the applicant.) 236/RAP Eligibility: If an applicant is eligible for a RAP or a 236 unit, their income limit level should be indicated in this field. For example An applicant who is eligible for a 236 unit can be moved in up to the Low Income Limit (80%). If the applicant falls at or below the Low Income Limit, select below market. If the applicant is above the low income limit select market. This will affect their rank on the Waiting List. Displaced: If your community is a BMIR property or a 236 property, an applicant who has been displaced by government action or a presidentially declared disaster is given preference on the Waiting List. In this instance, click Displaced. Preferences: If a property has Owner Adopted Preferences, they will be listed under the Preference section of the tab. If there are no Owner Adopted Preferences for the Waiting List, the Preferences will be blank. If your property has an Owner- Adopted Preference it will be outlined in your Tenant Selection Plan found on the PPG under Property Specific Forms. To mark that this applicant is a preferred applicant on the Waiting List, place a check mark in the Has Preference column. After you have updated the information, click the Contact Log Tab. All Rights Reserved Page 36 HUD/Blended Version

41 Click Add to Contact Log. After clicking the Add to Contact Log button, click Save. Close the Affordable Waiting List. Yardi will move back to the Application Status Step of the Leasing Workflow. The applicant will now appear on the Affordable Waiting List. The Affordable Waiting List is accessible from the Yardi Dashboard. All Rights Reserved Page 37 HUD/Blended Version

42 Click Home. To check the information entered for your applicant do the following: Click the number link next to the Affordable Waiting List. Yardi will open the Affordable Waiting Lists tab. Select the Waiting List for the unit type that you would like to view. Select the number link in the Number on List column. All Rights Reserved Page 38 HUD/Blended Version

43 The Waiting List for that particular unit type will open. To determine if the applicant has been added to the Affordable Waiting List correctly, find the applicant s name. To view the Comments, Preferences, Special Unit Requirements, Income Limit, Current Status and the Contact Log, scroll to the right. To update or move back into the Leasing Workflow for that guest/applicant, click their name or go to Person Search and Yardi will go back to the Application Status step in the Leasing Workflow. To Print the Affordable Waiting List Report, go to the next page and follow the instructions titled Printing the Affordable Waiting List Report. All Rights Reserved Page 39 HUD/Blended Version

44 Printing the Affordable Waiting List Report Yardi Voyager Section 2a: Guest Procedures The Affordable Waiting List Report is required to show HUD and our Contract Administrators that we are following HUD regulations when managing our Waiting List. It is required that we print the Waiting List as often as necessary (at least monthly) to show each applicant s placement on and selection from the Waiting List. See the for more details. Print the Waiting List Report whenever there has been a change to the Waiting List. This includes, but is not limited to, adding a new applicant, removing an applicant, sending applicant maintenance letters, etc. The Mid-Month Data Review will remind you to print the Waiting List Report at least every month. To print the Affordable Waiting List Report, go to the left-side menu, select Reports, Waiting List Reports, Waiting List. Property: Property number of Waiting List being printed. Bedroom Size: Select the unit type or types whose Waiting List is being printed. Effective Date: Enter the current date. Show On List: Yes or No depending on the Waiting List status being viewed. Show Moved In: Yes or No depending on the Waiting List status being viewed. The Yardi Affordable Click Submit. Show Removed: Yes or No depending on the Waiting List status being viewed. All Rights Reserved Page 40 HUD/Blended Version

45 To print the report click PDF. Click Open. Yardi will open a PDF, printable and savable version of the Waiting List Report. To print the report, click the Print icon on the PDF Tool Bar. All Rights Reserved Page 41 HUD/Blended Version

46 Print the Waiting List Report by clicking the printer icon. Then close the Waiting List Report. After printing the Waiting List report, file the report in the property s central Waiting List file. After adding an applicant to the Waiting List, print the Receipt of Application for Housing from the PPG. If continuing to qualify this applicant for a unit, move to Guest Procedures Section 2b. Return to the Yardi Dashboard by clicking the back button. All Rights Reserved Page 42 HUD/Blended Version

47 Other Waiting List Letters Receipt of Application for Housing PPG The Receipt of Application for Housing acknowledges that we have received an Applicant s completed application and that they have been added to the Affordable Waiting List for the property. This letter must be printed for every applicant from whom we receive a signed and completed application. Send this letter after adding the applicant to the Waiting List. Waiting List Maintenance Letter - PPG In order to maintain a Waiting List containing only interested applicants, an application update letter, also called a Maintenance Letter, should be sent to every applicant on the Waiting List. This letter serves two purposes: To update current information To remove applicants who are no longer interested in moving into the property. Send this letter every six months to every applicant on the Waiting List. 1. Before sending this letter, update each applicant on the Waiting List stating that the Waiting List letter was sent. Print the Waiting List Report. 2. When responses are received, make the appropriate update to the Waiting List. Print the Waiting List Report. All Rights Reserved Page 43 HUD/Blended Version

48 Recording Updates/Contacts to the Affordable Waiting List The Affordable Waiting List should record any changes or updates that occurred for an applicant during their time on the Waiting List. Recording these changes is essential in order to show an independent reviewer that we are following HUD Regulation, Fair Housing Guidelines and NCR Policy in the management of our Waiting List. Each time an applicant s status is changed, the Waiting List Contact Log must be updated. Click Person Search. In the name field, enter the applicant s last name and click the Search button. The applicant s name will appear. Click the link for their name. Or To find an applicant name from the Waiting List on the dashboard, click the number link (1, 2, etc.), next to the wording Affordable Waiting List. Select the number link in the Number on List column. Yardi will open the Waiting List. All Rights Reserved Page 44 HUD/Blended Version

49 Click the applicant s name. Yardi will move to the Application Status Step of the Leasing Workflow where information was entered for that applicant. To update the Affordable Waiting List Contact Log, click Waiting List. All Rights Reserved Page 45 HUD/Blended Version

50 Complete the following fields in the Contact Information section: Contact Date: Select the date of the contact with the applicant. Contact Time: Select the time of the contact with the applicant. Type of Contact: From the drop down list select the type of contact had with the applicant. Some examples are: Update. Comment: Enter any notes regarding the contact had with the applicant. For example: Maintenance letter sent. When finished recording the contact, click Add to Contact Log and click Save. ALWAYS COMPLY WITH FAIR HOUSING LAWS WHEN KEEPING NOTES ON CUSTOMERS! SEEK ADDITIONAL TRAINING THROUGH NCRU, NCR BASICS PROGRAM, IF NEEDED. Click the X to close the Affordable Waiting List and move back into the Yardi Leasing Workflow. Click Home to go back to the dashboard. Print the Waiting List Report to reflect any updates made to the Waiting List. See the instructions titled Printing the Affordable Waiting List for more details. All Rights Reserved Page 46 HUD/Blended Version

51 Updating the Waiting List Selecting an Applicant for Prequalification At all times, top applicants from the Waiting List should be selected to complete third-party verifications allowing them to be ready for move-in when a unit becomes available. Prior to completing verification letters, all Family Member, Income, Asset, and Expense information from the application must be entered into Yardi Voyager. It is NCR Policy that a set number of applicants from the Waiting List must be prescreened and approved for move-in. The number of applicants needed is dependent upon the size of the community. The rule is 5% per unit type with a minimum of 2 applicants. When it is time for an applicant to be prequalified for housing, the Affordable Waiting List should be updated to reflect this. From the Yardi Dashboard, click the Person Search tab. Enter the applicant s name and click Search. Click the link for the applicant. Yardi will move to the Application Status step of the Leasing Workflow. Click Waiting List. All Rights Reserved Page 47 HUD/Blended Version

52 Add the Contact Date and Contact Time that the applicant was selected for qualification. Select Update for the Type of Contact. Update the comments to show that the applicant was Selected for prequalification. After updating the application and adding a comment to explain the update, click Add to Contact Log to record the update to the Waiting List. Click Save. Close the Waiting List by clicking the X. If finished updating information for this applicant, click the Home tab to return to the Yardi dashboard. Follow the instructions titled Printing the Affordable Waiting List found in this section. If continuing with this applicant s qualifications go to the instruction found in Section 2B. All Rights Reserved Page 48 HUD/Blended Version

53 Updating the Waiting List Offering a Unit Yardi Voyager Section 2a: Guest Procedures Before offering a unit to an applicant, the Affordable Waiting List must be updated to reflect the offer. In this way, we document the number of times a unit has been offered to an applicant and how many times the unit has been refused. NCR Policy states that an applicant can be offered a unit two times. After the second unit is refused, the applicant should be removed from the Waiting List. If the applicant would like to remain on the Waiting List, they must reapply. See the TSP for more information. Before updating the Waiting List to show that a unit has been offered, print the Letter of Offer from the PPG. (See the PPG for more details on offering a unit to an applicant.) From the Yardi Dashboard, go to Person Search and enter the last name of your applicant. Click Search. Yardi will find all prospects and residents with the same last name. Select the appropriate person. Yardi will move to the last step in the Leasing Workflow, Application Status. Click the Waiting List button. All Rights Reserved Page 49 HUD/Blended Version

54 Contact Date: Enter the contact date that the unit was offered to the applicant. Contact Time: Enter the time the unit was offered to the applicant. Type of Contact: Select Unit Offered. Comment: Enter any pertinent comments Click Add to Contact Log. Click Save. Close the Affordable Waiting List by clicking the X. Click the Home tab. Print the Affordable Waiting List by following the instructions titled Printing the Affordable Waiting List, found earlier in this section. All Rights Reserved Page 50 HUD/Blended Version

55 Updating the Waiting List Refusing a Unit Offer Yardi Voyager Section 2a: Guest Procedures From the Yardi Dashboard go to Person Search and enter the last name of your applicant. Then click Search. Yardi will find all prospects and residents with the same last name. Select the appropriate prospect. Yardi will go to the Application Status Step of the Leasing Workflow. Click the Waiting List button. All Rights Reserved Page 51 HUD/Blended Version

56 From the Waiting List Contact Log, enter the following information. Contact Date: Enter the date the unit was either accepted or refused. Contact Time: Enter the time the unit was either accepted or refused. Type of Contact: If the applicant refused the unit, select Unit Refused. Comment: Enter any pertinent comments. Click Add to Contact Log. Click Save. Remember: If the applicant refuses a unit offer two (2) times, they must be removed from the Waiting List. If the applicant would like to remain on the Waiting List, they must reapply. See the TSP for more details. Click Save. All Rights Reserved Page 52 HUD/Blended Version

57 Close the Waiting List. And click the Home tab to return to the Yardi Dashboard. Print the Affordable Waiting List Report. Follow the instructions titled Printing the Affordable Waiting List found earlier in this section. All Rights Reserved Page 53 HUD/Blended Version

58 Denying an Application If the Applicant/Guest fails to meet the project requirements, receives a bad landlord reference, etc., their application must be denied and removed from the Waiting List. From the Yardi Dashboard, go to Person Search and enter the last name of your applicant. Click Search. Yardi will find all prospects and residents with the same last name. Select the appropriate person. To deny an Applicant/Guest, from the Application Status step in the Leasing Workflow. Click Deny. The Deny Application screen will open. All Rights Reserved Page 54 HUD/Blended Version

59 Complete the following: Date: Enter the date of the denial. Time: Enter the time of the denial. Agent: Enter the agent completing the denial. Reason: Select a reason for denial. Removal Comment: Enter any pertinent comments for the Waiting List Log. Click Save. You will receive the message Do you wish to deny this Application? Click, OK. The Application Status has now changed to Denied. All Rights Reserved Page 55 HUD/Blended Version

60 To print the Letter of Rejection for Housing also known as the Denial Letter, do the following. Click Denial Letter. Print the letter, by clicking the printer icon. Close the letter and click the Home to go back to the Yardi Dashboard. Remember before sending the Letter of Rejection for Housing to the applicant, that you check the letter and indicate the appropriate reason for denial. The applicant has 14 days to appeal the decision. Once the 14 day period of appeal is over, if the denial is overturned, you reinstate the applicant with their original date and time on the Waiting List by adding them as a new guest and reentering their application with the original date and time stamp. All Rights Reserved Page 56 HUD/Blended Version

61 Canceling an Application If the Guest voluntarily withdraws his or her application or fails to respond to repeated attempts by management to follow-up on the application, Cancel Application may be performed. From the Yardi Dashboard, go to Person Search and enter the last name of your applicant. Click Search. Yardi will find all prospects and residents with the same last name. Select the appropriate person. From the Application Status step of the Leasing Workflow click Cancel. All Rights Reserved Page 57 HUD/Blended Version

62 Complete the following: Date: Enter the date of the cancelation. Time: Enter the time of the cancelation. Agent: Enter the agent completing the cancelation. Reason: Select a reason for the cancelation Removal Comment: Enter any pertinent comments for the Waiting List Log, explaining the cancelation. When the reason is selected, click Save. The program confirms the cancellation and asks Do you wish to cancel the Application? Click Ok. All Rights Reserved Page 58 HUD/Blended Version

63 The Application Status has now changed to Canceled. Yardi will remove the guest/applicant from the Waiting List Report. Click Home. Print the Waiting List to show a record of this change using the instructions titled Printing the Waiting List Report, found earlier in this section. All Rights Reserved Page 59 HUD/Blended Version

64 Notes: All Rights Reserved Page 60 HUD/Blended Version